AESOP Extract File Layout September 2007 - AESOP Online

File Layout for AESOP Extract

File Type: Record Length: Record Format: Header/Trailer:

ASCII 1517 Fixed None

Assumptions:

? The AESOP Extract process will provide the user with the opportunity to enter the following parameters from the AESOP WebNavigator before creating the AESOP Extract file.

o From Date

o To Date

? The AESOP Extract is "re-run able" and the file can be named according to customer specifications.

? The AESOP Extract file will contain 1 record for every day in an absence. E.g. for 1 single day absence it will contain 1 record, and for a 5 day absence, it will contain 5 records. Each record will have an absence START DATE and an absence END DATE.

? AESOP customers are responsible for loading the absence data into their HR/Payroll systems.

? AESOP customers are responsible for checking that duplicate records are not loaded into the HR/Payroll systems. Frontline Data assumes no liability for incorrect data imports into the HR/Payroll systems.

? AESOP customers are responsible for testing that the extract file contains the correct information to be processed by their data load program into their HR/Payroll systems.

? Fields shaded in tan only apply if certain optional functionality is enabled.

FrontLine Data, Inc.

Page 1 of 9

9/20/2007

AESOP File Format Definition

Field Name

Format

Offset Description

Version

ABSENCE

N8

CONFIRMATION

NUMBER

WORKER

N9

IDENTIFICATION

NUMBER

WORKER FIRST

C30

NAME

WORKER MIDDLE C10 NAME

WORKER LAST

C30

NAME

WORKER TYPE

C30

DESCRIPTION

WORKER REPORT C20 LOCATION

WORKER BUDGET C30 EXTERNAL ID

SUBSTITUTE

N9

IDENTIFICATION

NUMBER

SUBSTITUTE FIRST C30 NAME

SUBSTITUTE

C10

MIDDLE NAME

1-8

Confirmation number

before

(currently using 6 digits) 01/14/06

9-17

Social Security number for WORKER (US)

before 01/14/06

Social Insurance number for WORKER (CAN)

18-47 Worker First name

before 01/14/06

48-57 Worker middle initial

before 01/14/06

58-87 Worker Last name

before 01/14/06

88-117 Worker Type Description before 01/14/06

118-137 Room Number From Worker Record

before 01/14/06

138-167 Worker Budget Code External ID

before 01/14/06

168-176 Social Security number for Substitute (US)

before 01/14/06

Social Insurance number for Substitute (CAN)

177-206 Substitute First name

before 01/14/06

207-216 Substitute middle

before 01/14/06

FrontLine Data, Inc.

Page 2 of 9

9/20/2007

Field Name

Format

Offset Description

Version

SUBSTITUTE LAST NAME

ENTITLEMENT DESCRIPTION

ABSENCE CREATE DATE

C30

217-246 Substitute Last name

C20

247-266 Entitlement Type

description

YYYYMMDD 267-274 Absence created on this date

before 01/14/06

before 01/14/06

before 01/14/06

ABSENCE CREATE TIME

HH:MM:SS 275-282 Absence created at this time

before 01/14/06

ABSENCE START DATE

YYYYMMDD 283-290 Start date of the absence before (daily records for multi- 01/14/06 absence days)

ABSENCE END DATE YYYYMMDD

291-298

End Date of the absence (daily records for multiabsence days)

before 01/14/06

ABSENCE START TIME

HH:MM

299-303 Start time of the Absence before 01/14/06

ABSENCE END TIME HH:MM

304-308 End time of the Absence before 01/14/06

NUMBER OF

C4

CALENDAR DAYS

309-312 Number of calendar days before absence request spans 01/14/06

ABSENCE DATE

YYYYMMDD

313-320

One record produced for each absence day in an absence request.

before 01/14/06

NEED

C1

REPLACEMENT

321

Y = Needs a Substitute, before

N = Does not need a

01/14/06

substitute

ABSENCE FULFILLED C1

322

Y = Fulfilled

before 01/14/06

FrontLine Data, Inc.

Page 3 of 9

9/20/2007

Field Name

Format

ABSENCE

C1

RECONCILED

ABSENCE

C1

CANCELLED

ABSENCE STATUS C25

SHIFT DESCRIPTION C30

SHIFT NUMBER OF N3 DAYS

SCHOOL NUMBER C5

SUB BUDGET CODE C30 EXTERNAL ID

SUB BUDGET

C30

DESCRIPTION

SUB FULL DAY PAY N5 RATE

ABSENCE APPROVAL C1 STATUS

Offset Description

Version

N= Not fulfilled

323

Y = Reconciled

N = Not Reconciled

before 01/14/06

324

Y = Absence Cancelled before

N = Absence not

01/14/06

Cancelled

325-349 Fulfilled, Not Approved Created, Not Approved

before 01/14/06

Fulfilled, Approved

Created, Approved

(Note: "Approved" in this field refers to RECONCILED status not approval status)

350-379 Full day, Half Day AM, Half Day PM

before 01/14/06

380-382 0.5, 1.0

before 01/14/06

383-387 External ID from Institution Record

before 01/14/06

388-417 Sub budget code from Pay Code Record

before 01/14/06

418-447 Sub budget description before from Budget Code Record 01/14/06

448-452 Sub Pay rate from Pay Code Record

before 01/14/06

453-453 A = Approved

before 01/14/06

FrontLine Data, Inc.

Page 4 of 9

9/20/2007

Field Name

Format

ABSENCE NEEDS

C1

APPROVAL

ABSENCE APPROVED C1

ABSENCE DAY

C4

DURATION (in hours

and minutes)

RESERVED

1

ABSENCE NOTES

C255

Offset Description

Version

D = Denied

U = Unapproved

454-454 Y = Needs Approval

N = Does not need approval

455-455 Y = Approved

N = Unapproved or Denied

456-459

Duration of Absence record based on start time and end time (HHMM)

460-460

461-715 Absence notes recorded by teacher

before 01/14/06

before 01/14/06

before 01/14/06

before 01/14/06 before 01/14/06

SUBSTITUTE

C20

EXTERNAL ID

WORKER EXTERNAL C20 ID

716-735 Substitute External ID

736-755 Worker External ID as defined by user in the AESOP WebNavigator

before 01/14/06

before 01/14/06

WORKER BUDGET C20 DESCRIPTION

756-775 Worker Budget Description

before 01/14/06

SUB PAY CODE

C20

776-795 Substitute Pay Code

before

FrontLine Data, Inc.

Page 5 of 9

9/20/2007

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